DOA Info on DD.pdf

VIRGINIA DEPARTAMENT OF ACCOUNTS (DOA)

The Department of Accounts (DOA) is pleased to announce the upcoming launch of our new web-based Electronic Data Interchange (EDI) tool. This secure application will modernize and streamline the submission, review, and payment process for agency applications by replacing manual paperwork with a fully digital workflow.

Faster processing time: Significantly reduce turnaround times by eliminating paper routing and enabling payees to submit EDI applications electronically.

· All application related correspondence should be sent to: achproc@doa.virginia.gov.

For more information or additional details, please visit the Department of Accounts website at www.doa.virginia.gov.

HOW FINANCIAL EDI WORKS FOR A VENDOR

Remittance Data by Way of the Internet

(CCD+ Payment Format)

(Keyed to preceding chart.)

1. STATE AGENCIES procure goods/services from a TRADING PARTNER (vendor).

2. The TRADING PARTNER provides goods/services to one or more State Agencies and submits a bill or invoice to each STATE AGENCY.

3. STATE AGENCIES certify payments to the Trading Partner by inputting payment requests with payment remittance information in the Commonwealth’s general ledger system, which is controlled by the DEPARTMENT OF ACCOUNTS.

4. The DEPARTMENT OF ACCOUNTS processes the State Agency payment requests and transmits the payment WITHOUT the remittance information, to the STATE’s BANK.

5. While the payment information is transmitted to the State’s Bank, the remittance information is transmitted to the Department of Accounts' REDI Virginia website.

Remittance information on the REDI Virginia website is usually available one business day prior to the payment being deposited in the TRADING PARTNER’s bank account.

6. The STATE’s BANK passes the payment to the TRADING PARTNER's BANK via the

Automated Clearing House (ACH) banking network.

7. The TRADING PARTNER’s BANK credits the payment to the Trading Partner's account by the opening of business on the payment due date that is supplied by the State Agency.

Depending on the arrangements your organization has made with your bank, the TRADING PARTNER’s BANK may notify the TRADING PARTNER of the deposit to their account.

8. The TRADING PARTNER posts its accounts receivable from the remittance information obtained from the REDI Virginia website.

A trace number is uniquely assigned by DOA to each electronic transmission to a Trading Partner. This number, which begins with a “T”, is used by the TRADING PARTNER to identify and match the remittance information with the corresponding payment.

NOTE: Multiple payments with the same payment due date from one State Agency or from various State Agencies to a Trading Partner are combined into one EDI payment under one Trace Number. The sum of all payments made by Commonwealth of Virginia agencies via EDI to a Trading Partner on a given day will appear on that Trading Partner’s bank statement. The remittance information from REDI Virginia will reflect the sum of the EDI payments and each individual payment - State Agency by State Agency, Invoice by Invoice.

HOW FINANCIAL EDI WORKS FOR LOCALITIES, GRANTEES, NON-STATE

AGENCIES AND STATE AGENCIES

Remittance Data Passing Through the Banking System (CTX Payment Format)

S t a t e

A g e n c y

T r a d i n g

P a r t n e r

S t a t e ’ s B a n k

T r a d i n g P a r t n e r ’ s

B a n k

D e p a r t m e n t o f A c c o u n t s

A C H